Committee of the Whole Minutes

Tuesday, March 23, 2021

7:00 P.m. - 8:00 P.m.

Virtual Zoom Meeting

COUNCIL PRESENT:

• Doug Black,
• Sean Redmond,
• Andrew Tennant,
• Linda Seccaspina,
• Toby Randell,
• Jeff Atkinson,
• and Wes Parsons

STAFF PRESENT:

• Diane Smithson, CAO,
• Stacey Blair, Clerk,
• Trisa McConkey, Treasurer,
• Niki Dwyer, Director of Development Services,
• Guy Bourgon, Director of Public Works,
• and Dave Young, Project Manager

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1.

CALL TO ORDER

Councillor Linda Seccaspina, Chair of the Committee of the Whole, called the meeting to order at 7:16 p.m.

2.

APPROVAL OF AGENDA

• Motion No.
  Moved by: Andrew Tennant
  Seconded by: Wes Parsons

  THAT the agenda be accepted as presented.

  CARRIED

3.

DECLARATION OF PECUNIARY/CONFLICT OF INTEREST AND GENERAL NATURE THEREOF

None.

4.

MINUTES TO BE APPROVED AND RECEIVED

1.

Committee of the Whole Minutes

• Motion No.
  Moved by: Toby Randell
  Seconded by: Sean Redmond

  THAT the Committee of the Whole Minutes dated March 9th, 2021 be accepted as presented.

  CARRIED

5.

DELEGATIONS/PRESENTATIONS

None.

6.

REPORTS

1.

Carleton Place Comprehensive Review - Growth Scenarios (Communication 132041)

Mark Rivet, Planner with JL Richards, gave a presentation that included the following:

• the context of the official plan policy;
• an updated vacant land supply;
• a population and property count projection 2020;
• employment supply versus demand;
• residential supply versus demand;
• growth scenarios with unit projections; and
• online public survey results.

• Motion No.
  Moved by: Doug Black
  Seconded by: Jeff Atkinson

  THAT Council directs Staff to initiate a public consultation to confirm the Growth Scenarios and complete the Comprehensive Review.

  CARRIED, CONSENT

2.

Proposed Private Road Name - Pershick Place (Communication 132042)

Niki Dwyer, Director of Development Services explained how the road naming policy works as it relates to private roads. The Town's current road naming policy does not allow for the owners of private roads to select a name from the list of names included in the policy.  After some discussion, the following motion was passed.

• Motion No.
  Moved by: Sean Redmond
  Seconded by: Doug Black

  THAT the Schedule 3 of the road naming list be available for use on any road within the Town; and

  THAT Council recommends the developer choose a name from this list.

  CARRIED, CONSENT

3.

Carleton Place Drinking Water System 2020 Annual Report (Communication 132043)

• Motion No.
  Moved by: Jeff Atkinson
  Seconded by: Sean Redmond

  THAT Council accepts the Carleton Place Drinking Water System 2020 Annual Report as information; and

  THAT the report be made available to the Public via the Town’s Website.

  CARRIED, CONSENT

4.

Award of 2021 Water/Wastewater Master Plan RFP (Communication 132044)

• Motion No.
  Moved by: Andrew Tennant
  Seconded by: Toby Randell

  THAT Council award the contract for RFP#2021-WWW for the Water/Wastewater Master Plan, Water and Wastewater Treatment Plant Environmental Assessments, and Water Storage Environmental Assessment to Stantec Consulting Limited in the amount of $437,411.70 inclusive of HST as outlined in the report prepared by the Director of Public Works dated March 23, 2021.

  CARRIED, MOTION PREPARED

5.

Tender PW5-2020 - Value Engineering Exercise Report (Communication 132045)

After a lengthy discussion on this matter, an Emergency Meeting of Council  was scheduled for Thursday, March 25th, 2021 at 6:00 p.m. to allow for further discussion to address this issue.

• Motion No.
  Moved by: Sean Redmond
  Seconded by: Wes Parsons

  THAT Council direct staff in terms of cost savings to be incorporated into a revised scope of work for Phase two of Tender PW5-2020; and

  THAT the following items from Communication 132045 be removed from the Tender:

  • 1, 2, 9, 10, 11, 12, 13, 14, and 15 and the irrigation system.
  DEFERRED

6.

2020 Council Remuneration Report (Communication 132046)

• Motion No.
  Moved by: Toby Randell
  Seconded by: Andrew Tennant

  THAT Council accept the 2020 Council Remuneration Report as information.

  CARRIED, CONSENT

7.

2020 Statement of Development Charges Reserve Funds (Communication 132047)

• Motion No.
  Moved by: Jeff Atkinson
  Seconded by: Wes Parsons

  THAT Council accepts the 2020 Development Charges Report as information.

  CARRIED, CONSENT

8.

Records Retention By-law - Update (Communication 132048)

• Motion No.
  Moved by: Andrew Tennant
  Seconded by: Wes Parsons

  THAT Council approve the Records Retention By-law which repeals By-law 75-2018.

  CARRIED, BY LAW PREPARED

7.

NEW/OTHER BUSINESS

1.

Reconsideration of Water Control By-law

Councillor Randell explained to the Committee why this matter should be reconsidered.  The newly amended draft By-law prepared by Staff stipulates that for the month of July, watering will not be permitted in the morning.

• Motion No.
  Moved by: Toby Randell
  Seconded by: Andrew Tennant

  THAT Item 8.2.1.1 of the Town's Procedural By-law (Reconsideration of a Motion at Council Meetings Only) be waived; and

  THAT the Committee reconsider the following motion:

  THAT Council approve the draft Water Control By-law as amended; and

  THAT By-law 19-2002 be repealed.

  CARRIED
• Motion No.
  Moved by: Andrew Tennant
  Seconded by: Wes Parsons

  THAT Council approve the draft Water Control By-law as amended; and

  THAT By-law 19-2002 be repealed.

  CARRIED, BY LAW PREPARED

8.

COMMITTEE, BOARD AND EXTERNAL ORGANIZATION UPDATES

1.

Committee Minutes - Urban Forest/River Corridor

• Motion No.
  Moved by: Jeff Atkinson
  Seconded by: Andrew Tennant

  THAT the Urban Forest River Corridor Committee minutes dated February 24th, 2021 be received.

  CARRIED

9.

INFORMATION LISTING

• Motion No.
  Moved by: Wes Parsons
  Seconded by: Andrew Tennant

  THAT the Information Listing dated March 23, 2021, be received as information

  CARRIED

10.

NOTICE OF MOTIONS

None.

11.

CLOSED SESSION

1. Acquisition/Disposition of Land - Industrial Drive, Niki Dwyer, Director of Development Services
2. Cost Sharing Agreement Options - Trisa McConkey, Treasurer

• Motion No.
  Moved by: Sean Redmond
  Seconded by: Toby Randell

  THAT the Committee of the Whole Meeting extend beyond 10:00 p.m.

  CARRIED
• Motion No.
  Moved by: Andrew Tennant
  Seconded by: Toby Randell

  THAT the Committee move into closed session at 10:09 p.m. to discuss matters subject to:

  (c) a proposed or pending acquisition or disposition of land by the municipality ; and

  (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality; and

  THAT Niki Dwyer, Director of Development Services (item a only), Trisa McConkey, Treasurer (item b only), Diane Smithson, CAO, and Stacey Blair, Clerk, be permitted to participate in the Zoom meeting.

  CARRIED
• Motion No.
  Moved by: Jeff Atkinson
  Seconded by: Wes Parsons

  THAT the Committee return to Open Session at 10:58 p.m.

  CARRIED

12.

RISE AND REPORT

The CAO reported that during the Closed Session, Staff Direction was provided regarding Item a.  Item b. was deferred to the Emergency Council Meeting on March 25th, 2021.

13.

ADJOURNMENT

• Motion No.
  Moved by: Sean Redmond
  Seconded by: Doug Black

  THAT the meeting be adjourned at 11:01 p.m.

  CARRIED